Fe Angela M. Verzosa1 Files Management. 2 Files management - ensures control at the file level Files...

Fe Angela M. Verzosa 1

Files Management


Files management - ensures control at the file level

•Files management ensures that records relating to a specific activity or subject are securely maintained together in one file.

•This enables effective decision making and also ensures that the sequence of actions can be reconstructed, that is what happened, when, who did it, why.


Files management

Filing involves

*Arranging records according to a simple, logical system* Placing records in a storage container in correct sequence*Retrieving the records so that they can be used


good filing systems…• contain complete and comprehensive files

thereby enabling effective decision making • provide integrity and continuity regardless of

changes in personnel • facilitate protection and preservation of records • provide low cost and efficient maintenance of

records• reduce the possibility of misfiling and reduce

duplication • mean less time spent searching for files and

documents


Files managementFiling systems

Filing Rules

Files Equipment

Computer Applications


Filing systems• provide only the mechanical structure for arranging records.

• inadequacies of filing stem from human failing, not system failure.

• most suitable system should be applied to a particular type of record, uniformly.


• Simplicity

• Flexibility / Expansibility

•Adaptability

CRITERIA of a good filing system…


Filing methods

• numerical

• alphabetic•functional •geographic

•form

•chronologic


Numerical System• File units are placed in numerical

sequence • Originated from the registry system,

used particularly in accessioning correspondences.

• Unsuited to handling name files.• Ideally useful for case files (file units

containing all documents pertaining to a particular transaction, usually developed in legal or business records.


Alphabetic System

• File units are placed in alphabetical sequence. • First used to arrange records relating to persons, then

gradually to records relating to subjects. • The system may be modified to group records related by a

common subject by: *standardizing subject headings

*subdividing the main subject headings

• Other alphabetical filing systems are: *Alpha-numeric - uses letters to designate main subject headings and numerals for subordinate headings *Mnemonic - uses alphabetical symbols to denote subordinate headings.


Functional Filing System

• Records are the result of functions and are used in relation to them

• Records should then be grouped and maintained according to the functions to which they relate.

• The functional categories will reflect the organization’s purpose, mission, programs, projects and activities.

• Every office or department within an organization has a function and these functions are generally carried out through a series of major programs.

• These major programs are often divided into subprograms until one gets to the individual project level.


Other Filing Systems•Geographic Filing: files records by

location or place first, followed by the name or subject.

•Forms : groups records according to their format or type (e.g. minutes, reports, invoices, receipts)

•Subject Filing: places records under subject classification.

•Chronologic Filing: files records by year, month, and date


University/college Filing classification system

*Institutional records*administrative records*academic dept records*faculty records*student/alumni records*school publications*theses and dissertations*memorabilia


Codification numeric alpha duplex alpha- subject decimal

numeric numeric numeric

personnel 100 A 3 A PER 1.

employment 110 Aa 3-1 A/1 PER-1 1.1

•recruitment 111 AaA 3-1-1 A/11 PER-1-1 1.1.1•appointment 112 AaB 3-1-2 A/12 PER-1-2 1.1.2•promotion 113 AaC 3-1-3 A/13 PER-1-3 1.1.3•demotion 114 AaD 3-1-4 A/14 PER-1-4 1.1.4•separation 115 AaE 3-1-5 A/15 PER-1-5 1.1.5


Procedures in Filing•indexing by card or register

•coding by writing symbols or captions, or highlighting indexed name or subject

•sorting by tray, pigeon-hole, or multi-sorter

•filing


Common filing problems

• too many filing places• everybody a file clerk• files disorderly; show no particular plan or

arrangement• system does not fit the way material is called for• some records seem to belong under more than

one category• filing decisions erratic or inconsistent• bulging folders• accumulation of unnecessary or personal

records


Common filing problems

• related records are filed under different categories

• the retrieval rate is poor (inability to locate the required document quickly)

• missing and misplaced documents mean too much time spent looking for files

• a high level of duplication exists • users are setting up personal records systems • incomplete files and backlogs of unfiled

records exist • filing cabinets are jammed with files bulging

with documents


Improve your filing…

• Begin each calendar year with a new set of files

• Files should not exceed ½ thickness• Dedicate time each week for filing to prevent

backlog• Avoid filing extraneous unnecessary duplicate

copies• Avoid tightly jammed files• Safeguard access and confidentiality of

records


When to create new files…

• a new function, subject, activity or project is commenced or

• an existing subject, activity or project is further developed and needs to be split across several files

• an existing file becomes too large and a new part is required

• no existing file is appropriate for the document(s)


Files Equipment

•made of steel•compact and space-efficient•allowance for easy extraction &

replacement of files•mobile•proximity to authorized personnel


Training Personnel• receiving and opening mails• placing mail/other papers in correct files• extracting and replacing files• opening/creating new files• indexing & cross-referencing• keeping a record of file movements• retrieving lost/missing files• destroying/disposing files• retiring non-current files


Contact [email protected]

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